Water is supplied by a local stream and dam, originally constructed in 1927. Water is treated and piped into all homes. A project is underway to develop two new water catchment dams, and construct a new 125,000-gal. water storage tank and treatment plant. Sewage is piped to a community septic tank, with effluent discharge through an ocean outfall. Refuse is collected three times a week; a new landfill site and incinerator were recently completed. The City recycles aluminum. Trident Seafoods operates its own water, sewer and electric facilities. Electricity is provided by Akutan Electric Utility.

RUBA Status & Activities This Qtr:

There was no RUBA contact this quarter. The sanitation project engineer reports that work on construction of a new water treatment building was delayed but should be complete in early 2008.

RUBA Activities for the Coming Qtr:

Akutan is well staffed and there are no known utility issues requiring assistance. RUBA staff will assist with utility or local government issues if requested.

Scores:

Essential Indicators:

27 of
27

Sustainable Indicators:

19 of
27

Total Score:

46 of
54

Finances

Essential Indicators

Answer

Question

Yes

All revenues and expenses for the utility are listed in the utility budget.

Yes

The utility has adopted a balanced realistic budget.

Yes

Monthly financial reports are prepared and submitted to the policy making board.

Yes

The utility is current in paying all water/wastewater electric bills.

Yes

The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.

Yes

The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.

The city does not charge for water/sewer services. Akutan has a raw fish tax which allows them to subsidize these services with general funds. They also have a healthy savings account for repair and replacement. The administrator stated that the utility is analyzing the utility expenses and considering charging customers. Akutan provides water/sewer and Library/Museum services without charge. They do provide and charge for the following services: electricity, fuel distribution, cable TV, garbage haul, and harbor/dock.

Accounting Systems

Essential Indicators

Answer

Question

Yes

The utility has adopted a collection policy and actively follows it.

Yes

The utility bills customers on a regular basis.

Yes

An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.

Yes

An accounts payable system is in place.

Yes

The payroll system correctly calculates payroll and keeps records.

Yes

A cash receipt system is in place that records incoming money and how it was spent.

Yes

The utility has a cash disbursement system that records how money was spent.

Sustainable Indicators

Answer

Question

Yes

A chart of accounts is used that identifies categories in a reasonable, usable manner.

Yes

Monthly bank reconciliations have been completed for all utility accounts.

No

The utility has a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts.

Accounting Systems Comments

The city accounting is maintained with QuickBooks Pro. The City Clerk/Treasurer attended a RUBA sponsored QuickBooks Pro class in Anchorage and followed that up by hiring a contractor to make a site visit to Akutan. The contractor and clerk set up a new company and adopted a standardized chart of accounts. Both the clerk and administrator are proficient in QuickBooks. All major expenditures must be approved by the city council prior to purchase.

Tax Problems

Essential Indicators

Answer

Question

Yes

The utility has a system to accurately calculate, track, and report payroll tax liabilities.

Yes

The utility is current on filing tax reports.

Yes

The utility is current on making tax deposits.

Yes

If there are any past due tax liabilities or recorded tax liens, a lien release has been issued or a repayment agreement has been signed and repayments are current.

Tax Problems Comments

The city is current with tax liabilities.

Personnel System

Essential Indicators

Answer

Question

Yes

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators

Answer

Question

Yes

The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.

Yes

The utility has adequate written job descriptions for all positions.

No

The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.

Yes

The utility has an adequate written hiring process.

No

The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.

No

The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.

Yes

The utility provides training opportunities to staff as needed and available.

Personnel System Comments

The city purchases Worker's Comp through AML/JIA. Employment recruitment is done within the city first. A notice of the job opening is posted and the city council approves all hires. Requiring the city council to approve hires eliminates any potential discrimination charge in a small community. Currently there is no evaluation process in place. Employees are encouraged to continue professional growth and training is supported.

Organizational Management

Essential Indicators

Answer

Question

Yes

The entity that owns the utility is known; the entity that will operate the utility is set.

Yes

The policy making body is active in policy making of the utility.

Yes

The policy making body enforces utility policy.

Yes

The utility has an adequately trained manager.

Yes

The utility has an adequately trained bookkeeper.

Yes

The utility has an adequately trained operator or operators.

Yes

The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.

Sustainable Indicators

Answer

Question

No

The utility has adopted an organizational chart that reflects the current structure.

Yes

The policy making body meets as required.

Yes

The utility complies with the open meeting act for all meetings.

Organizational Management Comments

The Akutan Administrator maintains an office in Anchorage and travels to the community when necessary. The Mayor and City Council are responsible for daily on site supervision. The water operator is part-time and is paid $200 per month. His additional job duties include dock work, boardwalk maintenance, warehouse duties, and general maintenance of city facilities. An organizational chart has been drafted and is included in the engineers water feasibility study. The city council may consider this chart and approve or change it prior to adoption.

Operation of Utility

Essential Indicators

Answer

Question

Yes

The utility operator(s) are actively working towards necessary certification.

Yes

The utility has a preventative maintenance plan developed for the existing sanitation facilities.

Sustainable Indicators

Answer

Question

Yes

The manager receives a monthly O&M report from the utility operator and routinely "spot checks" the facilities to see that the maintenance items are being completed.

No

The utility has a safety manual and holds safety meetings.

Yes

Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.

Yes

The utility is operating at the level of service that was proposed.

Yes

The operator provides status reports to the manager on a routine basis.

Yes

The utility has completed and distributed its "Consumer Confidence Report".

Yes

The utility is not on the "Significant Non-Complier" (SNC) list.

No

The utility maintains an inventory control list.

No

The utility maintains a critical spare parts list.

Operation of Utility Comments

The water operator reports verbally to the mayor. The city administrator provides written reports to the governing body. With only one person working part-time, the issue of safety meetings has not been addressed. The water utility has critical spare parts on site but does not maintain a list. All water testing requirements are being met and recorded properly.